ATLAS Team Leader - Overview of Tasks and Responsibilities

You will find here a brief overview of some of the tasks and responsibilities of an ATLAS Team Leader.

Your role RE: the Collaboration Board (CB) and the collaborative process

  • If starting up as a new Institute Representative (IR) i.e. official Team Leader at an ATLAS Insitute:
  • Don't forget that at the start of each year, you need to project your budget for that year otherwise you cannot charge to your CERN team account. Details about your team account can be found here.
  • Familiarise yourself with the Responsibilities of the Home Institution, the CERN Team Leader, and the Safety Correspondent
  • Familiarise yourself with the CB documents/policies that explain the rights and responsibilities of your team members and convey this information to your team members. It is your responsibility to ensure that your team members understand well the ATLAS publication policies and well at the ATLAS rules for giving talks at conferences.
  • Team leaders should distribute relevant information (for e.g. as discussed in the CB meetings and/or sent to the CB mailing list) to the appropriate team members. Note that some information discussed in the CB or sent to the CB mailing list may be sensitive and not suitable for wider distribution to your team.
  • To change the Institute Representative, the outgoing IR should inform the CB chair and Spokesperson, as well as Martine.Desnyder-Ivesdal@cernNOSPAMPLEASE.ch and ATLAS.secretariat@cernNOSPAMPLEASE.ch, that their term as IR is about to end, and who will take over. Fill the form appointing a new Team Leader/Deputy Team Leader and safety correspondent and give it to the Secretariat ATLAS.secretariat@cernNOSPAMPLEASE.ch. You'll also need to update some details related to your CERN team account.
  • If you are the Team Leader at an Institution (i.e. you are a member of the CB), you must before each Collaboration Board meeting either register your attendance or give the procuration to a team member or some other member of the CB at another institution.
  • Many positions of responsibility in ATLAS are filled by election or selection from a number of colleagues short-listed by a search committee. All calls for nominations can be found in the right sidebar of the ATLAS main webpage. The search committees rely on input from the Collaboration in the form of nominations for these positions. Team leaders should take the initiative to organise group nominations or stimulate individual nominations, in addition to providing nominations themselves. Self-nominations are welcome. Note that a large number of nominations from a number of different institutions will indicate strong support for a candidate within the collaboration and make it more likely for this candidate to be shortlisted. Knowing someone else has already nominated someone should never be a reason to not also nominate this person yourself, if you believe this person would be a strong candidate.

Register a new team member in ATLAS

Team member coming to CERN for the first time? To be done before arrival...

  • Depending on the length of the stay, your team member may need a letter of invitation, a convention d'accueil, and/or a visa (this must be done before arrival at CERN as visas cannot be obtained once at CERN). The ATLAS Secretariat has a detailed website addressing all of these points.
  • Preregister your team member with the CERN preregistration tool (PRT). Attach the Home Institute Declaration form (all relevant forms can be found here) and a scan of the passport.
  • Request access for your team member to the CERN site for the first time (before your team member has a CERN ID card) by applying for a limited duration visitor's card.
  • Ensure that the team member has adequate health insurance. You cannot sign the Home Institute Declaration form without it!
  • Ask the team member to complete the mandatory online training courses before arrival related to computer security, emergency evacuation, radiation protection awareness, and safety at CERN.
  • Tell your team member on arrival to:
    • go to the Users' Office for formal registration (bring passport and signed Home Institute Declaration form). If staying for an extended time, your team member may need to apply for a Swiss and/or French work/resident card at the Users' Office.
    • go to Building 55 to get a CERN ID card (can only be done after visiting the Users' Office).

Following up on the status of your team members in ATLAS

  • Team information in GLANCE: regularly check the correctness of your team members' information in the GLANCE membership database. In particular, the database entries on contract dates directly affect the access and authorship of your team members, so it is vital that these records are always up-to-date.
  • Change of status of team members: update the information of your team members when they change status (e.g. when a student graduates or a team member leaves your group) by submitting an updated ATLAS registration form and filling the CERN contract modification. Don't forget that BOTH changes must be done. Under no circumstances can a team member remain registered as a student once they have their PhD!
  • Renewal or modification of CERN registration: pay attention to and follow up on emails from CERN requesting renewal of team member registration (including updating the Home Institute Declaration). A lapsed registration will eventually lead to the loss of CERN computing access, loss of access to ATLAS internal webpages/twikis etc..., and eventual deletion of their CERN account. A team member's CERN contract can also be extended or modified.
  • Departure of a team member from your team, as an ATLAS member or as a CERN User: update their status by submitting a new ATLAS registration form. Note that if they remain as an ATLAS member, they only have one month to change their affiliation to their new institute. It is the Team Leader's responsibility to ensure that the CERN ID card of the member is returned to CERN at the end of their affiliation as a CERN User (see contract termination and checklist). People who have left ATLAS must have their access to ATLAS internal information, internal computing resources, and mailing lists removed promptly. Check that the departure of your team member is reflected in the ATLAS authorlist especially of they are qualified and moving between ATLAS institutes.
  • Census day for M&O purposes: is 9 September of each year. Before this date, you should check the accuracy of the composition of your team and verify that their professional status is correct. You can do this by going to the GLANCE membership database, looking up your team, and clicking the "M&O Share List" tab (this list is updated daily). You can also go here to see the snapshot of your team's composition at the last census day.

ATLAS authorship qualification of team members

  • All PhD-holding physicists and PhD students are expected to undergo qualification for ATLAS authorship. Typically, the qualification process should start within the first few months that your team member joins ATLAS. You need to find a qualification task within the detector, CP, or upgrade communities. You can do this by contacting the relevant Project Leaders or Activity Coordinators. To start the qualification process, go to the GLANCE membership database, enter the name of your team member, and click on the "Qualification" tab of your member's GLANCE entry (more info at the authorship qualification twiki). Note that access to ATLAS internal information related to physics analysis is only possible once the qualification task has started (except for students). It is not possible to backdate the start of qualification by more than ~ 1 month. Verify that any changes made are really reflected in the membership database. As soon as they are newly qualified, check that they appear correctly on the next ATLAS publication's authorlist.

SCAB nominations

  • At least every six months, provide/update the SCAB nominations for ALL of the ATLAS authors in your team by entering these nominations in the SCAB database. (These can also be updated at any time.) Your nomination has a significant impact on your team members' ability to give talk in ATLAS; their chances to get a talk at a conference are greatly reduced without a nomination from you! Include a list of possible talk subjects and make sure the respective group member is aware of new/changed entries. Don't forget to provide a SCAB nomination as soon as a team member qualifies. Regularly ask your team members to update their conference topic preferences and blackout dates, or invite them to volunteer to give talks at preferred conferences (all through their SCAB tab in the GLANCE membership database).

OTP

  • The effort needed to operate and maintain ATLAS is distributed across the ATLAS member institutions according to the number of authors in each institution. In the first quarter of every year, you will be told what are the OTP requirements for your team for that year. Throughout the year, you should ensure that an appropriate amount of effort is provided by your group. It is the responsibility of the Team Leader to distribute operational tasks across the group. ATLAS anticipates that all team members contribute to such work over a period of years.
  • Check that the OTP due to your team members is correctly allocated each year. You can do this in two ways. You can either query the OTP database (selecting the year, Class-type of OTP, and set the search string on your institute), or by going to the GLANCE membership database, looking up your team, and and clicking the "OTP" tab (this latter way of doing it will integrate the information per task over all the members while the former way gives access to the members names as well).

Conference proceedings of team members

  • Conference proceedings articles should be prepared by the speaker as soon as possible, and not later than two months after the conference. To ensure a high quality of ATLAS proceedings articles, Team Leaders should ensure that the articles are checked within the group before submitting them for ATLAS review. This is certified by the team leader by entering a comment to this effect in the discussion tab of the respective CDS document. Without this comment, the proceedings will not be approved.

-- ManuellaVincter - 2019-09-01

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Topic revision: r8 - 2019-09-11 - ManuellaVincter
 
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